ARCHIVED: DUPLICATE ARTICLE - I want to know my current security settings, and restrict access to certain items

• Only users with Administrator rights can adjust security settings
• Use 7-2-1 Security Groups to create named groups
• Use 7-2-2 User List to assign each user to one or more groups
• If you do not use groups, every user can see everything
• To see your current settings, open 13-7 Print Database Format and run 22 - Database Security/User Def and 23 - Security Settings
• Items not on these reports can be used by everyone

The following procedures assume you have set up groups and have logged in with Administrator rights.

For menu level security:

1. Highlight a menu item and click F7.
2. Click the groups that you want to access this menu.
   Note: Clicking any one box in this window activates security for this item. To allow everyone access, leave all boxes unchecked.
3. Click OK.

Tip: If only Administrators should use an item, create an Administrator security group and check only its name.

For submenu level security:

1. Allow full access to the top level menu: do no check any groups.
2. Click a submenu and click F7.
3. Click the groups that you want to access this menu.
   Note: Clicking any one box in this window activates security for this item. To allow everyone access, leave all boxes unchecked.
4. Click OK.

Example: To limit the group JuniorAR to 3-Accounts Receivable submenus 1 through 4:

• Check no boxes for 3-Accounts Receivable itself
• On 3-1, 3-2, 3-3, and 3-4, check no boxes
• On 3-5 though 3-11, check all boxes except JuniorAR

To limit access to commands from the Options and Post menus and certain buttons:

1. Without clicking, place your cursor above the menu command or button, and click F7.
2. Click the groups that you want to access this command or button.
3. Note: Clicking any one box in this window activates security for this item. To allow everyone access, leave all boxes unchecked.
4. Click OK.

Examples: You can allow users to enter payroll data but deny them access to buttons that bring up employees’ personal information and pay rates. You can prevent the use of menu items within windows such as 1-4 Recurring Journal Transactions - Post – Multiple Transactions.

Exception: You cannot use these steps to further restrict the use of Options and Post menu commands that already require Administrator rights.

You can limit access to these specific buttons:

On 3-5 Jobs:

• Budget
• Purchase Orders
• Subcontracts
• Change Orders
• A/R Invoices
• Payments
• Proposal
• A/P Invoices
• S/R Invoices

On 3-6 Receivable Clients:

• Job List
• Receivable Invoices
• Service Invoices
• Service Orders
• Service Quotes
• Payments

On 4-4 Vendors (Accounts Payable):

• Subcontracts
• Open POs
• Closed POs
• Open Invoices
• Paid Invoices
• Invoice Payments
• All Payments

On 5-2-1 Employees

• Earnings
• Payroll

On 6-4-1 Change Orders

• Invoice
• Create PO

Note:

In versions 20 and 21, menu- and window-level security did not restrict access to Option commands and buttons. Users could view sensitive information in other windows and perform functions that you might have intended to restrict.

In versions 19 and earlier:

• It was not possible to assign Administrator rights to users by name
• The shared login Supervisor was the only login with Admin powers, so the audit trail was less informative
• The User List was 7-3-3
• Report 13-7-22 had less information, and report 13-7-23 was not available